Driver Qualification (DQ) File Checklist: What Belongs in Every File

Incomplete DQ files are one of the most common audit findings. Here is exactly what belongs in each driver's file, and how long to keep it.

What goes in every DQ file

• Employment application — including the driver's 3-year employment and 10-year commercial-driving history
• Motor vehicle record (MVR) — pulled at hire and reviewed at least annually
• Annual review of driving record — documented, signed, and dated
• Annual list of violations — the driver's signed certification of traffic convictions
• Medical examiner's certificate — a current DOT physical (and verification the examiner is on the National Registry)
• Road test certificate — or an accepted equivalent, such as a valid CDL for the class of vehicle
• Copy of the CDL
• Safety Performance History — inquiries to previous DOT employers covering the prior 3 years
• Clearinghouse queries — a pre-employment full query and annual limited queries

How long to keep it

Keep the DQ file for as long as the driver works for you, plus 3 years after they leave. Some items (like the annual MVR and list of violations) should always show the most recent year on top.

The two items auditors catch most

Expired medical certificates

DOT physicals expire — often every two years, sometimes sooner. Track expiration dates and re-collect the certificate before it lapses. An expired med card is an easy, avoidable violation.

Missing Clearinghouse queries

Both the pre-employment full query and the annual limited query are required and frequently forgotten. See our drug & alcohol testing guide for how the Clearinghouse fits in.